Logistic Assistant Jobs in Whitby, ON (NOW HIRING)

Our employees are at the heart of everything we do. Together, we help people, businesses, and society prosper in good times and be resilient in bad times.

Our employee promise represents Intact's commitment to you in exchange for living our Values, striving to do your best work, being open to change and investing in your career. In return, we promise to provide support, opportunities and performance-led financial rewards at a workplace where you can shape the future, win as a team and grow with us.

Pay at Intact is about much more than just salary.

• Flexible work arrangements and a hybrid work model

• Possibility to purchase up to 5 extra days off per year

• Multiple benefits offered to support physical and mental wellbeing, including telemedicine, Wellness account and much more

• Share plan & other savings: up to 12% of salary or even more (ask how you could earn guaranteed income for life)

Salary range (but not limited to):

Annual bonus target, based on the base salary, with a potential payout of up to double the target (subject to personal and company performance):

As part of our commitment to Win As A Team, we share our success with employees through our annual bonus plan and Employee Share Purchase Plan (ESPP) - with Intact matching 50% of your net shares.

Our pension offerings provide flexibility and long-term security for our employees beyond their careers. We are one of the few companies offering the opportunity to receive guaranteed income for life via our defined benefit pension plan.

Salary for the candidate will be determined taking into consideration a number of factors including: experience, skills, qualifications, anticipated contribution to role, internal equity, etc. The salary range presented above is based on a 35-hour workweek and would represent a majority of different candidate profiles. However, we encourage candidates who may fall outside of this range to apply as well.

About the role

We're looking for a talented Executive Assistant to join our growing team! We are always on the lookout for great talent; even if we don't have an opening at this exact moment, we encourage you to apply so we can connect when the right opportunity arises.

What you'll do here:

• Executive support (supporting 2 VPs)
  • Own complex calendar management, prioritizing across shifting demands and diverse stakeholders.
  • Coordinate meetings, agendas, materials, and follow-ups; capture actions and ensure closure.
  • Arrange travel logistics (as needed), prepare itineraries, and manage changes.
  • Prepare polished decks, documents, and trackers (PowerPoint, Word, Excel).
  • Support expense processing and assist with budgeting cycles and invoice coordination.

• Finance-related administrative support
  • Track budgets, POs, and invoices; coordinate with vendors and Finance for timely resolution.
  • Maintain accurate records and provide regular status updates to leaders.

• Team and operations support
  • Organize team events, offsites, and hospitality needs; provide day-of logistics support.
  • Set up project/committee meetings, rooms, and equipment; publish agendas and materials.
  • Maintain shared documentation, version control, and distribution lists.
  • Provide backup support to other Executive Assistants as needed.

• Communication and coordination
  • Serve as a reliable point of contact across teams and stakeholders, ensuring timely information flow and seamless coordination.
  • Uphold confidentiality, professionalism, and sound judgment at all times.

What you bring to the table:

• Strong calendar and meeting management expertise; experience with travel coordination.
• Comfort with budgeting/invoicing workflows; finance background is a strong asset.
• Proficiency in MS Office (Word, Excel, PowerPoint); ease learning internal systems.
• Exceptional organization, attention to detail, and follow-through; able to manage multiple priorities and tight deadlines with discretion.
• Strong written and verbal communication; polished stakeholder management.
• Financial acumen with hands-on experience supporting budget tracking, invoicing, and expense reconciliation; able to manage POs, vendor coordination, and follow-ups with accuracy and discretion (Asset).
• High energy, proactive mindset, and a sense of urgency.
• Ability to work in a fast-paced environment.
• No Canadian work experience required however must be eligible to work in Canada.
• For candidates located in Quebec, bilingualism is required considering the necessity to interact on a regular basis with English-speaking colleagues across the country.

#LI-Hybrid

We are an equal opportunity employer

At Intact, our Value of respect is founded on seeing diversity as a strength. We strive to create an accessible workplace where employees feel valued, included and encouraged to share their unique perspectives.

We encourage applications from individuals who are members of equity-deserving groups, including but not limited to women, Indigenous peoples, persons with disabilities, Black people, and members of the 2SLGBTQI+ community.

As part of Intact's commitment to reconciliation, we acknowledge that we work, meet and travel across the land currently called Canada, originally inhabited by First Nations, Metis and Inuit people. This history extends through many centuries and continues to evolve today.

We have policies to ensure equal access and participation for people with disabilities, including providing workplace adjustments (accommodations). A copy of applicable policies is available on request.

If we can provide a specific adjustment to make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity. We'll work with you to meet your needs.

Learn more about our recruitment process and your candidate journey here.

Please note that Intact does not provide sponsorship or other support for immigration-related matters including but not limited to employer-specific closed work permits. Candidates must be eligible to work in Canada from the anticipated start date and throughout their employment and are solely responsible for maintaining their work eligibility.

If you are an employee of Intact or belairdirect, please apply for this role on Internal Career Site.